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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, MIS Director
DATE: 7/19/2017
SUBJECT:
Resolution to approve a Professional Service contract with Reliance One for technology staff augmentation for the Information Technology Division.
PURPOSE:
Due to the diverse and high level of workload faced by the IT Division, contracted support is often required. This agreement allows for contracted services for "specialized" skill sets that may not be readily available in-house. In addition, it authorizes the city to place full-time employees on contract, with the possibility of hiring them in the future as optional. This allows us to find the best fit for the position. This will lead to a significant savings for the City.
BACKGROUND:
Due to recent retirements and other staff shortages, the need to get additional people for immediate help is urgent. This type of request was previously approved for Merrimac, Inc. in February 2014, resolution number R14-033. We are no longer using them and want to replace them. Multiple staffing agencies have been vetted so the issue of one company not providing the correct skill set is eliminated.
DISCUSSION:
Approval of this professional services agreement will benefit the City through increased efficiencies and cost savings. For example, Reliance One pricing is 30% cheaper than the cost that Merrimac, Inc. was charging for higher level support staff, which leads to a significant cost savings for the city.
In the past few months, MIS staff has had to compensate for the shortages by working additional hours and weekends. MIS is currently averaging 200 requests per month, having 1400 request already completed for the current year. This is an upward trend since the last request in 2014, by approximately 66%. Also, being a hybrid of internal and contracted staff, gives the internal staff time to evaluate a perfect candidate, prior to hiring them permanently.
Funding for the contract comes from unfilled MIS positions. Therefore, a budget transfer was submitted between MIS accounts 101-1232-419.10-01 and 101-1232-419.32-20 for the past agreement with Merrimac, Inc. and we will continue this for the open positions that are required.
Reliance One does not have any outstanding debt with the City.
One agreement, Reliance One is attached for review.
IMPACT STATEMENT:
Approval of this request is important. Due to recent retirements, the staff for our ERP system is currently down to one person only. The ERP system is the heartbeat of all city functions, including business licenses, billing, revenues, and payroll. Multiple positions are needing to be filled and with the upcoming reorganization of IT, huge upcoming projects, such as the PNC building, and the Public Safety Hexagon CAD/RMS project, more help desk requests are anticipated.
RECOMMENDATIONS:
I request the proposed resolution be adopted by City Council.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to approve a Professional Service contract with Reliance One for technology staff augmentation for the Information Technology Division.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora IT Division is in need of several positions for support, as well as periodic short-term project based staff augmentation; and:
WHEREAS, Reliance One has submitted a quote that will result in a savings $25,000 or more for higher level support staff and
WHEREAS, this is a planned expense and money is available in MIS account 101-1232-419.32-20 )
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: does authorize a Professional Services contract with Reliance One for technology staff augmentation for the Information Technology (IT) Division and does hereby further authorize its Director of Purchasing to issue the necessary orders to implement purchase of same.